How To Save Time Sending Emails

How To Save Time Sending Emails

ExecutiveChronicles.com | How To Save Time Sending Emails | Sometimes work throws a huge pile of emails your way. Your job may even be email-driven, requiring you to write hundreds of emails per day.

It can get overwhelming trying to think of original messages to send people, time after time. There are a few ways to streamline your email-writing process, and we’re going to queue you into a few of those methods.

Let’s take a look at some email-writing methods, mostly relating to email templates that will feel fresh and engaging every time.

Streamline Your Writing With Email Templates

It might seem disingenuous to use email templates for all or most of your correspondence with people online. The truth, though, is that templates are just rough guidelines for you to use when you’re crafting a message.

You couldn’t get by with only scripted emails. You wouldn’t be able to fit in all of the information that you’d need to keep the correspondence relevant and personal. That said, your productivity is suffering because you’re laboring over each detail.

To start, you should explore this email template solution. You’ll find that you’re able to adjust your writing to a number of different situations and save yourself a great deal of time in the process.

If your work requires you to send emails that aren’t very uniform, though, we’ll take a look at some guidelines you can use to create your own templates.

Categorize Your Emails

Even when you’re sending personal emails all day long, there’s bound to be a pattern to the madness. When you’re focused on the particular message you’re sending, you might not notice it but most of us send emails that fall into a few categories.

For example, you might write greetings, thank-yous, inquisitive messages, and follow-up emails. Sure, there are a couple of outliers here and there, but the vast majority of messages fall into one of your main categories.

The beautiful thing is that most of these messages probably touch on the same two or three points, depending on the category. Your follow-up emails, for example, might not differ too much even though you take the time to personally write each one.

Find your key categories, and write out a template email that could work for most of the situations of that category. Leave space to incorporate names or anecdotal information, but keep the bulk of the email the same.

The recipient won’t know that you’ve used that email template many times, so it won’t seem disingenuous on the receiving end.

Refine Your Templates

We’ve all received an email or two that was an obvious mass-produced message. In fact, many of the emails in your inbox might fall into that category.

Even if we know the person sending the email, there’s something that feels a little off about an important message that we know wasn’t hand-written. It’s understandable that the person had to send you a template, but the immediate feeling lacks that personal touch.

Think about a hand-written email telling you that you received a job. “Dear Melissa, we’re really excited to let you know that you got the job! Hopefully, your cat’s doing well, we remember that you mentioned he had a cold.”

Now, think about an email that says “Dear Applicant, we’re happy to inform you that you’ve received the position.”

There’s a difference there. It’s like the difference between buying at the counter of a store and picking something out of a vending machine. You can avoid sounding like a robot with a little critical thought about your templates.

Read through them and look for points that seem robotic or disingenuous. When you find those areas, touch them up to make them more personable. An excellent way to do this is to write an actual email to someone, then strip it down to the essential points and keep the personal flare.

Use Templates in Shifts

Whether your templates for email are templates for work, advertising, promotions, or anything else, it’s important to keep them fresh.

A template in email format can get stale after a while. Whether you need to explore different pre-generated template options or you want to re-write a template, make sure you do it every few months or so.

You might send the same kinds of emails to the same person day after day, and they’re going to get a little sick of that repetition. Mixing things up here and there makes the whole process a little more engaging, and it adjusts your templates to fit with the times.

Add a Small Personal Touch

Even if you have email templates that can’t be disguised for what they are, a personal touch is never a bad idea.

In most cases, you can insert some anecdote or bit of personal information at the bottom of the email. This shows that you’re engaged enough to speak directly to the person, even if you don’t have the time to write out an entire email.

This is useful in times when you’re emailing a large amount of instructional or informational text. The instructions on how to sign up for a membership, for example, could be a few pages long. If you add “thanks for stopping in today, Rachel! It was great meeting you, I hope you choose to work with us in the future,” that changes the entire tone of the email.

That’s what will separate you from the people who just copy and paste an email.

If you take all of the tips above and use them in your work, you’ll find that emails stop being such a stressful task. That massive inbox will get smaller and smaller, and you’ll be more engaging and useful to the people you’re speaking with as well.

Need More Workplace Solutions?

Hopefully, a few easy email templates will help kickstart your new relationship to emails. There’s a lot more to do when it comes to streamlining your workflow, though, and we’re here to help.

Explore our site for more insight into ways that you can improve the way you work for the long-term.